Contact your former employer's payroll or HR department directly

The fastest way to get your W2 is to call or email the payroll department at the company where you worked. Most employers keep W2 records for at least seven years, so even if you left years ago, they should have yours on file. You can usually find the payroll contact information on your final pay stub, the company website, or by calling the main office and asking to be transferred.

When you reach out, have your full name, Social Security number, and the dates you worked there ready. Be specific about which year's W2 you need — employers may have multiple years available. Many payroll departments can email or mail a copy within a few business days at no cost.

Key Takeaways

  • Your former employer's payroll or HR department is responsible for sending you a W2, and they must have copies on file for at least seven years.
  • You can request a W2 by phone, email, or mail — payroll departments typically respond within a few business days.
  • If your employer is out of business or unresponsive, the IRS can help you get a transcript of your wage information instead.
  • W2s are usually mailed by January 31 each year, but you can request copies of past years at any time.
  • Keep a copy of your W2 for your records and for filing taxes, even after you receive it from your employer.

What to do if your employer is out of business

If the company has closed or you cannot locate them, you have another option. The IRS can provide you with a wage transcript that shows the same income information as your W2. You can order this transcript online through IRS.gov, by phone at 1-800-908-9946, or by mail using Form 4506-C.

A wage transcript takes about 5 to 10 business days to arrive if you order it online or by phone, and longer if you mail the form. The transcript is free and counts as official proof of your income for tax purposes, though some employers or lenders may prefer the actual W2 form itself.

Requesting a W2 by mail or certified letter

If phone or email does not work, send a written request to your former employer's payroll or HR address. Include your full name, Social Security number, the tax year you need, and your contact information. A certified letter with return receipt gives you proof that the company received your request.

By law, employers must provide you with a copy of your W2 within 30 days of your request. If they do not respond after 30 days, you can file a complaint with your state's labor department or contact the IRS for help.

Understanding the January 31 important date

Employers are required to mail W2s to employees by January 31 each year for the previous tax year. If you are requesting a W2 during tax season and have not received it by early February, contact your employer when ready — they may have the wrong address on file. If the important date has passed and you still have not received it, ask your employer to resend it or provide a copy.

If you need to file your taxes before your W2 arrives, you can file using an IRS wage transcript or an estimate of your income, then file an amended return once you receive the actual W2.

What information appears on your W2

Your W2 shows your total wages, federal income tax withheld, Social Security tax withheld, Medicare tax withheld, and any other deductions or benefits. It also lists your employer's name, address, and tax identification number. You will need this information to file your tax return accurately.

The W2 comes in multiple copies — one for federal taxes, one for state taxes (if applicable), and one for your records. Your employer sends copies to the IRS and your state as well, so the income information is already in the tax system whether or not you file.

Keeping copies for your records

Once you receive your W2, make a copy and store it with your tax documents. Keep W2s for at least three years, though seven years is safer if you are concerned about an audit. You may also need to show W2s when you explore for a mortgage, car loan, or rental housing, so having copies on hand is useful.

If you lose your W2 after filing taxes, you can always request another copy from your employer or pull a wage transcript from the IRS. There is no limit to how many times you can request copies.

What to do if your employer will not send it

If you have made a reasonable request and your employer refuses or ignores you after 30 days, you can file a complaint. Contact your state's labor department or the IRS directly — both can investigate and compel the employer to provide the document. The IRS complaint line is 1-800-829-1040.

You can also file your taxes using a wage transcript from the IRS while the complaint is being handled. This protects you from missing the tax important date and ensures your income is reported to the IRS.

Frequently Asked Questions

Can I get a W2 from a job I had 10 years ago?

Yes. Employers must keep W2 records for at least seven years, and many keep them longer. Contact the payroll department and request the specific year. If the company is no longer in business, the IRS can provide a wage transcript for any year within the statute of limitations.

What if my employer says they already mailed it but I never got it?

Ask your employer to confirm the address they mailed it to — they may have an old address on file. Request that they resend it to your current address or provide a replacement copy. If it was lost in the mail, a replacement copy from your employer is the fastest solution.

Do I need the original W2 or will a copy work?

A copy works for most purposes, including filing taxes and proving income to lenders or landlords. Some employers may ask for the original, but a certified copy or a wage transcript from the IRS is legally acceptable in nearly all situations.

How much does it cost to get a copy of my W2?

Your employer must provide copies at no cost. The IRS wage transcript is also free. If a third party charges you for a W2 copy, that is not legitimate — go directly to your employer or the IRS instead.

What if I never received a W2 because I was paid under the table?

If you were not issued a W2, your employer did not report your income to the IRS. You can still file a tax return reporting the income yourself. Keep records of what you earned — pay stubs, bank deposits, or written notes — to support your filing.